Public Library Systems in New York State --An Overview
Before the creation of library systems, library service was almost entirely dependent upon local tax monies and occasional
endowments. There were few adequate libraries, and many of them were forced to stretch small budgets to duplicate certain
necessary services. In many sparsely settled areas there was no library service at all.
What Is a Library System?
A library system is an association of autonomous local libraries or a group of branch libraries working together to improve
service for all residents of a specified area. In New York State there are 23 public library systems which serve almost the entire
population.
How are Systems Organized
Each library system is an incorporated unit chartered by the Board of Regents, and eligible to receive State financial aid when it
meets the standards established by the Commissioner of Education. It usually includes a group of independent member libraries,
a system board of trustees, a headquarters unit with director and staff, and a central reference library. The system works
closely with Library Development of the State Education Department and maintains liaison with the State Library in Albany.
Each system serves a minimum of about 200,000 people. Consequently, most systems serve the populations of several counties
or parts of counties. In densely populated areas such as New York City, one county is the rule. The three types of systems are
consolidated, federated, and cooperative. The cooperative system, the most common, is established by direct action of
independent local libraries. The local library trustees elect a system board of trustees to direct and control the system. These
trustees then establish a headquarters unit and designate a central library. A variety of services is provided by the system to the
local libraries. Cooperative systems were established under 1958 laws authorizing the organization of such systems.
How are Systems Financed?
Most public libraries receive the bulk of their support from local taxes and endowments. Today, local libraries also receive cash
grants, books, and services from their Systems, which act as a conduit for state aid. Systems themselves are supported by a
combination of (mostly) state aid and supplemental county tax money. A formula was established for system support in 1966,
which takes into account population, area served, and local initiative.
What do Library Systems do for Member Libraries?
Running a library is not just a matter of putting a few books on the shelves and then hanging a sign on the door. Good service
requires a lot of time, effort, and professional skill. Books, records, tapes, films, and all the other media of the modern library
must be carefully selected so the collection grows in scope as well as size. Items must be cataloged and arranged so they can
be located quickly and easily. Librarians must have the time, training, and background to provide professional assistance to
readers. There must be an efficient method of checking items in and out so that people will know what is available. In other
words, a library faces all the problems of a business; inventory control, planning, staffing, maintenance of a physical plant,
budgeting, public relations, service, and processing. In the past, most of this work fell on a single person. There was little time
for the librarian to help readers and to improve the library's facilities and services. Today, through direct aid and advisory
services, library systems help local libraries increase the efficiency of their operations and better their service to patrons.
Some of the Areas Where Systems are Most Active
Materials selection and ordering
Libraries are made aware of new books, records, slides, films, and other materials. The system acts as a central purchasingagent, securing discounts by its volume buying which individual libraries could not get.
Materials processing
The systems maintain a central processing section where ordered materials are cataloged (marked or coded in an orderly way
for usage), and equipped with protective vinyl jackets, catalog cards, pockets to hold the cards, or other supplies.
Extension services
Some library systems maintain a Bookmobile and/or Books-By-Mail for service to areas which are too sparsely populated to
support a permanent library. The Bookmobile is equipped with shelving, and operated by a library clerk and a clerk/driver.
Making regular rounds on a well-publicized schedule, it stops at community centers such as apartment complexes and rural
post offices, offering full library service. The typical bookmobile carries about 3,500 books, paperbacks, video & audio
cassette tapes, and magazines.
Interloan service
One of the best reasons for systems is a pooling of resources among member libraries. Thus, a patron can get items not owned
by his nearest library from another one in the system, and libraries don't have to duplicate expensive items in their collections.
But it doesn't stop here. Through NYSILL (New York State Inter-Library Loan), items can be requested from other libraries
in the state, making each library a link in a state and regional network. Out of state library collections are accessed using
OCLC, an international network of over 20,000 libraries. Interloan expands greatly the items available at any one locality.
Advisory & Administrative services
Systems maintain a consultant staff which can be called on by member libraries to help them with any problem they may be
having. This may range from assistance in planning a new building to improving work routines, or might include help in budget
preparation, evaluation of equipment for purchasing, automating their circulation system or help in planning publicity. Systems
also administer state financial aid to other member public libraries, distributing these funds in the form of various grants and
book funds.
Audio-Visual service
Audio-Visual collections, usually including video tapes, and the equipment used with them, are maintained by many systems to
provide a central source for each region for this type of material.
Automation
Systems provide a central source of information about library applications of automation and also a way to create linkages
among libraries regionally, statewide and beyond.
Other Services
Since systems exist to promote the development of library services, they plan and implement new programs and initiate service
to hitherto unserved areas. An example might be service to certain linguistic, age, racial or ethnic groups which are unserved by
traditional library service.
